Job Description

Job Description

Job Description

Personal/Administrative Assistant

Location: Would prefer someone that can work PST
Employment Type: Full-Time (Part-time to start)
Hourly Rate: $23–$27/hour (based on experience)

Overview
We’re looking for a proactive, detail-oriented, and highly organized Personal/Administrative Assistant to support the owners across multiple companies. This role is ideal for someone who thrives on keeping things running smoothly, takes initiative, and ensures nothing falls through the cracks.

You’ll manage inboxes, calendars, and task lists; assist with day-to-day business operations; and handle a variety of personal tasks. If you're someone who anticipates needs, communicates clearly, and enjoys solving problems, we’d love to meet you.

Key Responsibilities

Administrative Support

• Manage multiple inboxes and calendars, ensuring timely responses and scheduling

• Track and maintain dynamic to-do lists and push tasks forward proactively

• Organize digital files, cloud storage, and internal task systems

• Draft and prepare emails, correspondence, and reports

• Support client onboarding/offboarding, including engagement letter prep and tracking

• Attend meetings, take notes, and follow up on action items

Financial & Operations Coordination

• Download and enter invoices into QuickBooks, spreadsheets, and tracking systems

• Track payment approvals and follow up as needed

• Contact vendors to confirm bill statuses; process payments online or by phone

• Reconcile financial data in Google Sheets, Excel, and Airtable

• Organize and maintain bank and credit card statements

Vendor & Compliance Management

• Collect and track vendor W-9 forms

• Maintain insurance records and vehicle schedules

• Ensure compliance-related documentation is current and accurate

Communication & Team Coordination

• Communicate regularly via Slack to manage tasks, projects, and updates

• Use internal documents and tools to keep notes and follow-up items organized

• Coordinate team tasks and support accountability across multiple projects

Who You Are

✅ Exceptionally organized – You juggle multiple priorities without missing details
✅ Proactive – You anticipate needs and drive tasks to completion
✅ Tech-savvy – You adapt quickly to new tools and apps
✅ Clear communicator – You keep things moving with follow-ups, calls, and reminders
✅ Flexible – You’re at ease in fast-paced, ever-changing environments
✅ Reliable – You handle sensitive matters with discretion and professionalism

This is a fantastic opportunity for someone who enjoys wearing many hats, working independently, and keeping things running behind the scenes. If that sounds like you, we want to hear from you!

To Apply:
Please complete our Pre-Assessment Form here:

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